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Processor User Management

As the payroll processor, you manage ProPay WEB users for all your clients. This includes creating initial administrator accounts, setting access rights, and managing user credentials.

Accessing Web Users Management

To manage ProPay WEB users:

  1. From ProPay main menu, go to Utilities > ProPay WEB > Web Users Management.
  2. If this is the first time accessing this menu, enter a username and password. This becomes the supervisor account.
  3. The main menu appears with options for managing web users.

> Important: The first username and password you enter automatically becomes the supervisor account. This user can add, change, and delete all other users. Write down the username and password and store it in a safe place.

Main Menu Options

After logging in, the web users management menu displays:

  • Add/Change Existing Web Pay Users - Create or modify user accounts
  • User Access Rights - View access rights reference
  • Departmental Access - Assign department permissions
  • Temporary Password & Id - Generate temporary credentials for clients
  • Review All Log-Ins - View successful login history
  • Review Incorrect Log-Ins - View failed login attempts

Adding or Changing Web Users

Use this option to create user accounts for your clients or modify existing accounts.

To add a new web user

  1. Select Add/Change Existing Web Pay Users.
  2. Click Add New User (or similar option).
  3. Enter user information:
    • Company - Client's company name
    • User - User's name
    • Phone - User's phone number
    • Database ID - Client's payroll ID (e.g., A01, A02, A03)
    • Access Rights - Select appropriate access code
    1. Click Save or Accept.

    To change an existing user

    1. Select Add/Change Existing Web Pay Users.
    2. Select the company and user to modify.
    3. Update the information.
    4. Click Save.

    User Access Rights

    Each user is assigned an access code that controls what they can do in ProPay WEB.

    Access Code Has Access To Can Submit Payroll
    0 Administrator of ProPay WEB users YES*
    1 Reports only NO
    2 Reports and change employee data NO
    3 Reports and add/change employees NO
    4 Enter payroll hours only YES*
    5 Enter payroll hours and access all reports YES*
    6 Change employee/add employees only NO
    9 Unrestricted access YES*

    *Only if user has access to all departments (if company uses departments)

    Access code 0 - Administrator

    This is the most important access code. You must assign at least one user with code 0 for each client company.

    Administrator capabilities:

    • Full access to all company data
    • Can add and manage other web users for the company
    • Can submit payroll
    • Can reset employee passwords
    • Can disable employee access

    > Important: After you create the first administrator (code 0) for a client, that client can manage their own web users. This frees you from the responsibility of managing all user accounts.

    Establishing a Client Administrator

    For each client, you must create at least one administrator before they can use ProPay WEB.

    Initial administrator setup

    1. Go to Utilities > ProPay WEB > Web Users Management and select Add/Change Existing Web Pay Users.
    2. Create a new user for the client.
    3. Set Access Rights to 0.
    4. Create a username and temporary password.
    5. Save the user.

    Provide credentials to client

    After creating the administrator account:

    1. Go to Utilities > ProPay WEB > Web Users Management and select Temporary Password & Id.
    2. Select the client.
    3. Double-click the client to generate temporary credentials.
    4. Provide the temporary username and password to your client.

    When the client logs in for the first time, they are forced to change their password.

    > Note: For security reasons, only the client will know the final password. Passwords are encrypted in the database, and even you cannot view them.

    Departmental Access

    If a client uses departments in ProPay, you can assign department access to each user.

    When to use departmental access

    Department managers - Need to enter payroll data for their department only and should not have access to other departments.

    Owners or managers - May be assigned to separate departments for confidentiality. Only they have access to their departments' employee records.

    Assigning department access

    1. Select Departmental Access from the main menu.
    2. Select the company and user.
    3. Check the departments the user should access.
    4. Click Save.

    Important rule

    > Important: Only web users with access to all departments can submit payroll data to the payroll processor each pay period.

    Users with partial department access can view and edit data but cannot submit payroll.

    Temporary Password and ID

    Use this option to generate temporary credentials for new users or reset passwords for existing users.

    Generate temporary credentials

    1. Select Temporary Password & Id.
    2. Select the client.
    3. Double-click the client to create temporary credentials.
    4. The system displays the temporary username and password.
    5. Provide these credentials to your client.

    First-time login

    When the client attempts to access their files for the first time with the temporary password:

    1. The system detects the temporary password.
    2. The client is forced to change their password.
    3. The client creates a new password.
    4. Only the client knows the new password.

    Password reset

    If a client forgets their password:

    1. Go to Utilities > ProPay WEB > Web Users Management and select Temporary Password & Id.
    2. Select the client.
    3. Generate new temporary credentials.
    4. Provide the temporary credentials to the client.
    5. Client creates a new password on next login.

    Review Login Activity

    Monitor who is accessing ProPay WEB and detect potential security issues.

    Review all log-ins

    This option shows all successful logins to ProPay WEB.

    Use this to:

    • Verify client activity
    • Monitor which users are accessing the system
    • Track login dates and times
    • Confirm system usage

    Review incorrect log-ins

    This option shows failed login attempts.

    Use this to:

    • Detect potential security breaches
    • Identify users having password problems
    • Monitor unauthorized access attempts
    • Troubleshoot client access issues

    > Tip: If you see multiple failed login attempts from the same username, contact the client to verify they need a password reset.

    Best Practices

    Initial client setup

    1. Create one administrator (code 0) for each client
    2. Generate temporary credentials
    3. Provide credentials to client
    4. Instruct client on how to add their own users
    5. Let the client manage their own users going forward

    Security

    • Review login activity periodically
    • Monitor incorrect login attempts
    • Respond quickly to unusual activity
    • Keep your supervisor password secure

    Client support

    • Document the temporary credentials you provide
    • Provide clear instructions for first-time login
    • Explain how clients can manage their own users
    • Support clients who need password resets

    Access rights guidelines

    Assign code 0 to business owners, general managers, or head accountants who need full control.

    Assign code 1-3 to users who need to view data but not enter payroll or make changes.

    Assign code 4-5 to users who enter payroll hours each pay period.

    Assign code 6 to HR personnel who manage employee records but don't process payroll.

    Assign code 9 to users who need unrestricted access but don't need to manage other users.

    Troubleshooting

    Client cannot log in

    1. Verify username and database ID are correct
    2. Check that temporary credentials were generated
    3. Ensure client is accessing the correct URL
    4. Generate new temporary credentials if needed

    Client forgot password

    1. Go to Temporary Password & Id
    2. Select the client
    3. Generate new temporary credentials
    4. Provide credentials to client

    Multiple failed login attempts

    1. Review incorrect log-ins to identify the user
    2. Contact the client to verify they need help
    3. Reset password if requested
    4. Investigate if attempts appear unauthorized

    Client cannot submit payroll

    Verify:

    • User has access rights code 0, 4, 5, or 9
    • User has access to all departments (if company uses departments)
    • At least one user has administrative rights (code 0)

    Transferring Responsibility to Clients

    After setting up the initial administrator for each client:

    1. Explain their role - Inform them they can now manage their own users
    2. Provide documentation - Give them instructions on adding users
    3. Set expectations - Clarify what they manage vs. what you manage
    4. Offer support - Be available for questions during transition

    This delegation saves you time and gives clients control over their own user access.

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